CONDUCTING A MORE EFFICIENT BUSINESS MEETING

MODULE OVERVIEW

We will learn effective meeting preparation

We will be able to write INFORMATION-FULL agendas

We will understand the basics of parliamentary procedures

We will learn to manage meeting time effectively

MEETING PREPARATION

Continuous Cycle

Preparation

Conducting a meeting

Follow-up to meeting

INFORMATION GATHERING

n Collect ballot results

n Review correspondence

n Review minutes and action items from previous meeting

INFORMATION GATHERINGCont..n Contact TG chairman

n Review jurisdiction list

n Contact staff manager

n Prepare agenda

WHY IS AN AGENDA IMPORTANT??

h Prepares chairman

h Prepares attendees

h Creates an interest

h Clearly defines objectives

h Provides a valuable organizational tool

INFORMATION AGENDA INCLUDES:

h Meeting date, time, location

h General information

h Agenda/minutes approvals

h Agenda items with background/goals

h Old/New Business

h Summary/ Assignments

DISTRIBUTION OF AGENDAS

h Provide electronic copy to staff manager

manager will post to members only section of home page

ensure copies are available at the meeting

COVERAGE OF MEETING

h IF YOU CANNOT ATTEND, FIND A REPLACEMENT

h BRIEF YOUR REPLACEMENT ON THE AGENDA

AT THE MEETING

Is the room set properly

Audio visual

Number of seats

CONDUCTING A MEETING

h START ON TIME!!

h Delegate the task of taking minutes if you haven’t a subcommittee secretary

h Review the agenda/obtain agreement on the meetings objectives and goals

h Revise agenda if necessary

ROLE OF THE CHAIRMAN

h Recognize attendees who wish to speak

h Remain neutral

h Summarize discussion and future action

h Maintain order

WHY DO WE RUN OUT OF TIME??

h Repetition

h Wander from the agenda

h Lengthy discussion of controversial issues

MEETING TECHNIQUES

h Focus attention on the agenda

h Set time limits

h Identify different opinions

h Establish task groups/chairmen as needed

CLOSING A MEETING

h State conclusions reached

h Summarize assignments h Give staff manager next meeting

requirements

AFTER THE MEETING

Prepare minutes as soon as possible after the meeting

actions and discussions that took place are fresh in the writer’s mind

committee members may rely on receipt of minutes before they implement promised actions

Send electronic version of minutes to the staff manager

PREPARING MINUTES

Follow the format of the meeting agenda and include:

the committee number and title, date/location of meeting, and time called to order

an accurate summary of the decisions and conclusions reached

PREPARING MINUTES

the assignments that were made

the follow-up action required

time of adjournment and notice of the next meeting date, time and location